Quick answer: Send the rejection email (or letter) the same day you make the decision, and no later than the next business day. Keep it under 100 words, say no in the first two sentences, and skip the fake warmth. Candidates are applying to many jobs at once, so a fast, clear no helps them more than a gentle one that shows up two weeks late.
How soon should you send a rejection email after an interview?
Send it the same day you decide. That’s my view, and it’s how Canvider works too.
People who interview with you are usually interviewing somewhere else as well. Until they hear from you, they keep a slot open in their head for your job. A no lets them let go and put that energy into the next application. A late no, even a beautifully worded one, doesn’t fix the days they spent waiting.
The numbers on silence are bad. In a survey of 1,024 job seekers run by iHire in October 2025, 53% said an employer had ghosted them. Among the people who were ghosted, 20% said it happened after one interview and 11% said it happened after multiple rounds of interviews. They could pick more than one answer.
A large candidate experience benchmark makes the same point. The 2023 Candidate Experience Benchmark Research (CandE) program covered 150 organizations and 240,000 candidates. It found that poor communication, or never receiving feedback, was among the top reasons candidates withdrew from hiring processes. Kevin Grossman of ERE Media, which now runs the program, said the longer the gap between applying and hearing back, the less likely candidates are to apply again or refer anyone.
Here’s the timing I’d use by stage:
| Stage the candidate reached | When to send | Format |
|---|---|---|
| Phone screen or first interview | Same day as the decision | Short email |
| Second or final interview | Same day, call first if you can | Call, then a personal email |
| Runner up | Same day the offer goes out | Personal email that says so plainly |
Should you wait until the new hire accepts the offer?
No, with one exception: the runner up. Everyone else who interviewed and didn’t make the final two should hear now.
Waiting for a signed offer feels safe, but it’s how a no ends up going out weeks late. Offers can take days to negotiate and sometimes longer. Meanwhile five other people are refreshing their inbox.
The runner up is different. Tell them they’re second choice, in those words, and that you’ll come back to them if the offer falls through. A straight answer beats a surprise call three weeks later.
What should a rejection email after an interview say?
It should say no clearly, in the first two sentences. Then it should add only what helps the candidate.
- The job title, so they know which application you mean
- A thank you that names the interview, not a generic “your interest”
- The decision, stated plainly: you’re not moving forward
- One honest reason, only if it’s about the job and you’re sure it’s true
- An invitation to apply again, only if you would actually welcome it
Leave out “unfortunately after careful consideration”, “we had many strong candidates” and “we’ll keep your resume on file” unless each one is true. Candidates read those lines as a template because they are one.
Rejection email and letter templates you can copy
Use the shortest version that fits the stage. Replace everything in brackets.
After a phone screen or first interview
Subject: Your interview for [Job Title] at [Company]
Hi [Name],
Thanks for taking the time to interview for the [Job Title] role. We’ve decided not to move forward with your application.
We chose candidates whose experience is closer to what we need right now. That’s not a comment on your ability, and I appreciate the time you put in.
I wish you luck with the search.
[Your name], [Company]
After a final interview, with one specific reason
Subject: Your final interview for [Job Title] at [Company]
Hi [Name],
Thank you for the time you gave us over the last few weeks. I’m sorry to tell you that we’ve offered the [Job Title] role to someone else.
The deciding factor was [one specific reason about the job, for example: experience managing a team of the size we have]. Your [real strength] stood out to everyone you met.
If you’d like to stay in touch, I’d be glad to. [Only include this line if you mean it.]
[Your name], [Company]
To the runner up
Subject: Update on [Job Title] at [Company]
Hi [Name],
You were our second choice for the [Job Title] role, and the offer has gone to someone else. I wanted you to hear it from me today.
If the offer falls through, I’ll contact you before I reopen the search. If you accept something else in the meantime, I’ll completely understand.
[Your name], [Company]
UK version (British spelling, GDPR line included)
Subject: Your interview for [Job Title] at [Company]
Dear [Name],
Thank you for coming in to interview for the [Job Title] role. I’m sorry to let you know that we won’t be taking your application further.
We’ve offered the role to a candidate whose experience is a closer match for what the team needs at the moment. I appreciate the time and effort you put into the process.
We’ll keep your application details for [six months] in line with our privacy notice, then delete them. If you’d like them deleted sooner, just reply to this email.
Kind regards, [Your name], [Company]
Rejection letters in the UK: what’s different?
The email itself is the same. What changes is the record you keep and what the candidate can ask for.
- There’s no legal duty to give a reason. UK employers don’t have to explain a rejection. If you do give one, keep it about the job, because anything that touches a protected characteristic under the Equality Act 2010 can become evidence in a claim.
- Candidates can ask for their data. Under UK GDPR a rejected candidate can make a subject access request for what you hold on them, including interview notes. You normally have one month to reply. Write scorecard notes as if the candidate will read them, because they can.
- Keep records for a set, short period. UK GDPR doesn’t name a number. It says keep data only as long as you need it and tell people how long that is. Equality Act claims usually have to be brought within three months, so many UK employers keep unsuccessful candidates’ records for about six months and then delete them. Pick a period, put it in your privacy notice, and stick to it.
- Ask before you keep someone on file. “We’ll keep your CV for future roles” means holding their data longer than the one hiring round. Tell the candidate and give them an easy way to say no.
The same GDPR logic applies across the EU. Canvider is built in the EU and runs on GDPR rules by default.
Should you tell a rejected candidate why?
Only finalists, and only with one reason that’s about the job. Early stage candidates don’t need a reason. A vague one is worse than none.
Tie the reason to what the role needs, like a skill or the size of team they’ve managed. Don’t comment on the person. Write your reasons down on the interview scorecard before you write the email, so the email and the record match. Canvider’s interview scorecard template shows one way to do that.
Keep the email and the reason on file too. In the US, the Equal Employment Opportunity Commission requires covered employers to keep hiring records for one year. That’s the US federal rule, so check your local rules if you hire elsewhere.
How does Canvider handle rejection emails?
Canvider sends the rejection email automatically, and it sends it right away. When a recruiter rejects a candidate, the email goes out at that moment. It’s on by default and you can turn it off.
That solves the timing problem without anyone having to remember. It also means you should decide before you click reject. If you want to call a finalist first, make the call first.
There’s a real tradeoff. An automated email is a generic email. For someone who did three rounds with you, a phone call or a personal note is better, and Canvider’s post on automated candidate follow ups covers where to draw that line. If you’re worried about candidates who never hear back at all, why companies post ghost jobs explains part of how that happens.
Rejections are one message in a longer sequence. For the rest, from application received to offer follow-up, see our recruiting email templates.
Sources
- iHire, ghosting survey of 1,024 job seekers, October 2025
- Candidate Experience Benchmark Research (CandE), 2023 results, reported by the Society for Human Resource Management (SHRM)
- U.S. Equal Employment Opportunity Commission, recordkeeping requirements (29 CFR 1602.14)
- UK GDPR, Articles 5(1)(e) (storage limitation) and 15 (right of access); Information Commissioner’s Office (ICO) guidance on subject access requests
- Equality Act 2010, section 123 (time limits for employment tribunal claims)
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Frequently asked questions
How soon do you get a rejection email after an interview?
There's no fixed rule, but a decent process sends it within a day or two of the decision. Some companies never send one at all. If two weeks pass with no word, send one polite follow up and then treat the role as closed.
How do you politely reject a candidate after an interview?
Say no in the first two sentences, thank them for the specific time they gave you, and stop. Add one honest reason only if you're sure it's true and about the job. Don't pad it with promises you won't keep.
How long do you have to keep records of rejected candidates?
In the US, the Equal Employment Opportunity Commission (EEOC) requires employers covered by Title VII and the Americans with Disabilities Act (ADA) to keep hiring records for one year. In the UK and EU there is no fixed minimum. GDPR says keep data only as long as you need it, and many UK employers keep unsuccessful candidates' records for about six months because Equality Act claims usually have to be brought within three months.
Is a rejection letter different from a rejection email?
Only in format. The wording, timing and rules are the same. Most employers send it by email now. A posted letter is rare and mostly used when the candidate applied on paper or asked for one.